Privacy Statement - TecknaOnline

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Privacy Statement

Introduction

Teckna Ltd t/a TecknaOnline takes the privacy of your information very seriously. This Statement sets out our information collection and use practices. If you use any of our services, you will be deemed to have consented to the collection and use of the personal information you provide in the ways described below. Please read this Statement carefully and if you have any questions please contact us. We have the right to amend this Statement at any time with or without notice.

For clarity, Teckna may be both data controller and data processor for your personal data under certain circumstances.

Who are we?

Teckna Ltd is a provider of web hosting, email and IT support services, based in Hertfordshire. Teckna have a registered office at 1 TOWER HOUSE, HODDESDON, EN11 8UR United Kingdom and company number 3017010. Mr A.J. Caisey is the registered Data Protection Officer for Teckna. We are registered with the Data Protection Register, www.dataprotection.gov.uk. Our registration number is Z8166387.

How the law protects you

Data protection laws state that we are only able to process personal data if we have valid reasons to do so. The basis for processing your personal data includes, but is not limited to, your consent, performance of a contract, to enable billing and remittance, and to contact you for customer service purposes.

How do we collect personal data from you?

We receive information about you from you when you use our website, complete forms on our website, if you contact us by phone, email, live-chat or otherwise in respect of any of our products and services or during the purchasing of any such product. Additionally we also collect information from you when you sign up, enter a competition, promotion or survey or when you inform us of any other matter.

If you provide us with personal data about a third party (for example when registering a domain on their behalf), you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.

What type of data do we collect from you?

The personal data that we may collect from you includes your name, address, email address, phone numbers, payment information and IP addresses. We may also keep details of your visits to our site including, but not limited to traffic data, location data, weblogs and other communication data. We also retain records of your queries and correspondence, in the event you contact us.

Please be aware that any video, image, or other content posted, uploaded or otherwise made available by you onto your website, whether published content or not, is not subject to our Privacy Notice.

We merely process such data on your behalf, subject to our Terms and Conditions and you are responsible for any applicable legal requirements in respect of your content.

How do we use your data?

We use information about you in the following ways:

To process orders that you have submitted to us;

To provide you with products and services;

To comply with our contractual obligations we have with you;

To help us identify you and any accounts you hold with us;

To enable us to review, develop and improve the website and services;

To provide customer care, including responding to your requests if you contact us with a query;

To administer accounts, process payments and keep track of billing and payments;

To detect fraud and to make sure what you have told us is correct;

To carry out marketing and statistical analysis;

To review job applications;

To notify you about changes to our website and services;

To provide you with information about products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes; and

To inform you of service and price changes.

Retention periods

We will keep your personal data for the duration of the period you are a customer of Teckna. We shall retain your data only for as long as necessary in accordance with applicable laws.

On the closure of your account, we may keep your data for up to 7 years after you have cancelled your services with us. We may not be able to delete your data before or after this time due to our legal and/or accountancy obligations. We may also keep it for research or statistical purposes. We assure you that your personal data shall only be used for these purposes stated herein.

Who has access to your personal data?

Here is a list of all the ways that we may use your personal data and how we share the information with third parties. For clarity, we have grouped them into the specific products and services that we offer:

Domains

We process your data for administration, billing, support and the provision of services. Your data (Registrant) may be sent to the domain registrar outside of the EEA.

IT Support

We process your data for administration, billing, support and the provision of services to enable us to provide you with support. Any hardware that is no longer required will be cleared of any data or destroyed.

Webhosting, Dedicated servers, Virtual servers

We process your data for administration, billing, support and the provision of services

Email hosting

We process your data for administration, billing, support and the provision of services. Additionally, to provide customer domain and connection details and use email addresses to provide the service.

Office 365 user data is shared with Microsoft in the EEA.

Exchange email shares data with third party infrastructure in the EEA. Standard email all UK based.

SSL certificates

We process your data for administration, billing, support and the provision of services. Additionally, to provide details of the certificate owner to the certificate authority for its authentication and use. Owner data to certificate provider outside the EEA.

Protection of your login names and passwords

If you believe that the security of your login and password has been breached, you should contact us immediately on 0844 804 2904 or via the contact form on the website. We may keep certain personal details on our system to allow us to identify you in the event that you forget or lose your login name or password.

Third Parties

For the avoidance of doubt, we do not and never shall sell your personal data to third parties for marketing or advertising purposes.

We work closely with a number of third parties (including business parties, service providers and fraud protection services) and we may receive information from them about you. These third parties may collect information about you including, but not limited to, your IP address, device-specific information, server logs, device event information, location information, and unique application numbers. We use their features within our website, however, in some instances, they may be acting as data controller and they will have their own privacy policies, which we advise you to read.

We may pass your personal data to third parties for the provision of services on our behalf (for example processing your payment or setting up Microsoft Office 365 services). However, we will only ever share information about you that is necessary to provide the service and we have specific contracts in place, which ensure your personal data is secure and will not be used for any marketing purposes.

We may share your information if we are acquired by a third party and therefore your data will be deemed an asset of the business. In these circumstances, we may disclose your personal data to the prospective buyer of our business, subject to both parties entering into appropriate confidentiality undertakings. Similarly, we may share your personal data if we are under a duty to disclose data in order to comply with any legal obligation or to protect the rights, property, or safety of Teckna, our customers, or others. This includes but is not limited to exchanging information with other companies and organisations for the purposes of fraud protection, credit risk reduction and dispute policies. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your rights

In preventing the use or processing of your personal data, it may delay or prevent us from fulfilling our contractual obligations to you. It may also mean that we shall be unable to provide our services or process the cancellation of your service.

You have the right to object to our use of your personal data, or ask us to delete, remove or stop using it if there is no need for us to keep it. This is known as your right to be forgotten. There are legal and accountancy reasons why we will need to keep your data, but please do inform us if you think we are retaining or using your personal data incorrectly.

Our Privacy Notice shall be made clear to you at the point of collection of your personal data.

You have the right to ask us not to process your personal data for marketing purposes. If you choose not to receive marketing communications from us about our products and services, you will have the choice to opt-in at a later date via links ion our websites of emails.

We will not contact you for marketing purposes unless you have given us your prior consent.

Accessing and updating your data

You must maintain the accuracy of your information and ensure all your details, including but not limited to, name, address, title, phone number, e-mail address and payment details are kept up to date at all times.

You have the right to access the information we hold about you. Please email your requests to support@teckna.com so that we can obtain this information for you.

Use of cookies

Links to other sites

Teckna may provide links to third party sites. Since we do not control those websites, we encourage you to review the privacy policies of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot be responsible for the privacy policies and practices of these.

Where we store your personal data

We follow accepted ISO standards to store and protect the personal data we collect, including the use of encryption if appropriate.

All information you provide to us is stored on our secured servers within the EEA. From time to time, your information may be transferred to and stored in a country outside the EEA in relation to provision of the services. The laws in these countries may not provide you with the same protection as in the EEA; however, any third party referred to above outside of the EEA has agreed to abide by European levels of data protection in respect of the transfer, processing and storage of any personal data. By providing your data to us, you agree to this transfer and storage. However, we will ensure that reasonable steps are taken to protect your data in accordance with this privacy notice.

As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Any sensitive data (payment details for example) are encrypted and protected.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping the password confidential. We ask you not to share a password with anyone.

How to contact us

If you have any questions about this Statement you may contact us by telephone on +44(0)844 804 2904 by letter to The Company Secretary, Teckna Ltd, PO BOX 129, Ware, Herts, England. SG12 7UG ( Company No. 03017010 ) or by email at support@teckna.com or via our contact page.